Florida International UniversityStudent Government Association

Activity & Service Fee FY 2017-2018

Budget Request Training

Overview• 2016-2017 Allocation Detail

• 2017-2018 Budget Request for Repeated Funding

• 2016-2017 Accountability

• 2017-2018 Budget Request - New Funding

• 2017-2018 Online Budget Request – policies/process

• Hearings/Deliberation Information

• Monthly Input • Responsibility• Deadlines• Cash Transfers

This training is only for SGA (A&S Fees) Request

Performance Metrics

Six year graduation rate 2nd year retention Reduced excess hours Employment after graduation Student advisement

2016-2017 Allocation Detail• Input total allocation amount for FY 2016-2017 as listed in the

preliminary allocation letter.

• Summarize main uses of the FY 16-17 allocation along with respective budgeted amount.

• Totals are formula driven, however, double check the amount.

2017-2018 Recurring RequestsTo be used only for events/items that have been previously funded

• Input the 2017-18 amount requested for the recurring event.

• Input the expected number of participants (if applicable).

• Detail the reason for any difference in funding from the previous year.

• A 5.5% shared services amount will be automatically calculated and reflected as part of the request. This amount is subject to change.

• The 2017-2018 total requested amount will show above. The request will be formula driven and will sum the recurring requests and new requests which are inputted later on the 3rd section.

2016-2017 Accountability• List the events/items from the 16-17 Allocation Detail section.

• Identify how the number of participants were counted. (Ex: card swipe, attendance sheet, etc) this is important to show relevance of the event.• If an event/item has not occurred note accordingly

• If the amount budgeted differs from amount expended – explain what happened with the variance.

If you anticipate unused FY 16-17 budget, please advise the SGA Comptrollers in order for the funds to be strategically redistributed. MMC (305)348-2121 and BBC 305-919-4835

2017-2018 Budget Request New Funding• List event/items which have not been funded in the prior

year.

• Note the estimated number of participants (if applicable)

• Provide detail justification for the request.

• Highlighted in green you will find the total for online request

• An additional tab for detail justification has been provided.

2017-2018 Detail Justification Information• What are the benefits to the student body?

• What type of students are you targeting with this new event/item? For instance – are you targeting undergrad, grad, or general student population? Are you targeting a specific academic discipline or student affairs service?

• What is the estimated cost per student for this event?

• How was the estimated cost determined? For example – past experience, vendor quotes, etc.

• Are you anticipating this event to be subsidized by another source of funds?

2017-2018 Budget RequestNew Funding

• You will need to bring the written estimate/quote to the SGA hearing as back up for the cost estimate.

• Estimated number of participants – how will it be calculated.

• The total for the New Requests will be automatically added to the FY 2017-18 Total Requested Amount found on top of the spreadsheet.

Funding from FIU Online 2.0

FIU online students started to pay for A&S fees as of Summer 2016.

Online budget requests should be proposed to address the needs of the online students. These students do not take any physical classes, however, may have a need in services from Student Affairs.

Requirements for Online Requests

Hardware and Software

These requests can be made to purchase technical needs to engage online students. This may include the following:

• Updating previous hardware• Purchasing of new hardware• Purchasing of new software• Recurring online licensing• Online services such as:

• Survey software• Social Media “boosts” and promotions• Hosting fees

RecordingThese request can be made to record programs and events to live

stream or show at a later date.

Requirements for Online Requests

Online ProgrammingThese requests will address the needs of online students directly and indirectly. Programs can be defined, but not limited to:

• Workshops• Special Speaker• Class Lecture• Departmental Program

Staffing RequestThese requests can be made as it relates to online students. The new hire should have at least 60% responsibilities that are related directly to an online component.

Training and/or Professional DevelopmentThis is to assist staff in professional growth involving further trainings as it relates to online engagement.

Budget Request - DeadlineCompleted Requests are dueFriday – December 16, 2016

Please submit all electronic copies to:

University Wide, MMC and BBC Requests toSilvana Rogelis (rogeliss@fiu.edu)

Please contact the A&S Business Office @ 305-348-3077 to schedule hearing time. Thank you.

Hearing guidelines• Presentation is about ten minutes and five minutes of Q&A

• Remember that requested funds need to highlight main use of funds and how it benefits the student body.

• Please explain your request and remember to have back up documentation like quotes, estimates, etc, for the request.

• Please make sure to be ready and be on time.

Hearings and Deliberation Schedules

The schedule for both hearings and deliberations will be determined within the next few weeks and will be emailed to all requesters.

Budget Input in PS system• Preliminary budget allocation are distributed by Mid March

(subject to change)

• The A&S Business Office will work with the respective person in order to input the budget in the panther soft system as allocated.

• All others are entered by responsible person:• Auxiliary fund 452

Budget Input Training – PS systemTraining for the University’s budget process of entering amount into PS system scheduled will be announced in the budget kick-off training held by the Office of Financial Planning.

The date will be confirmed at a later time.

Tentative Budget Deadlines

• A&S Budget due from SGA to VP Student Affairs on beginning of March 2017

• We anticipate the FY 2017-2018 SGA budget allocation will be approved by the beginning of April 2017

• Estimated input in the PS system from April 10 – April 14

2017-2018 Budget Request monthly budgeting• Activity numbers with fund 451 need to submit the

monthly budget.

• The spreadsheet will automatically calculate the *5.5% shared services

• Cash transfers are scheduled for October 2016 and April 2017.

*shared services % for FY 17-18 has not been confirmed.

Expense and Other Capital Outlay• Estimate the monthly expenditures to the best of your

knowledge

• Estimate any purchase for OCO and place in the month where this expenditure is planned

• Remember OCO is the cost of equipment greater than $5,000 and with a life expectancy of more than one year

Salary Request• Use the salary tab for:

• Those areas that have requested new positions• Salaries requested from A&S allocation and paid from A&S

activity numbers, but not considered “off the top”

• If you have salaries “off the top” (University Wide) this information will be entered for the department for funds 451.

Any Questions??